How to Get an Apostille in San Jose (2026 Guide)

An apostille is a certificate that authenticates a California-issued document so it’s recognized in another country — for marriage in the Philippines, adoption in Mexico, business filings in China, and dozens of other scenarios. The California Secretary of State (CA SoS) is the only office that issues California apostilles, and getting one from San Jose takes three steps: get the document notarized, get it certified by the SoS, and pay the fee.

The quick version

1. Get the document notarized (if it’s not already a certified government record). In San Jose, Mailbox Plus notarizes at the California statutory rate of $15 per signature.
2. Submit the notarized document to the California Secretary of State — either by mail to the Sacramento office or in person at a periodic San Jose Pop-Up Shop (see below).
3. Pay the apostille fee — currently $20 per document.
4. Wait for return — 8 business days by mail is typical; same-day at a Pop-Up event.

Step 1 — Notarization

Most documents that need an apostille require a notary’s signature first. Examples: sworn affidavits, powers of attorney, school transcripts (if not issued as certified by the school), business documents, single-status declarations.

Documents that DON’T need notarization first — they come already authenticated:

• Birth, death, and marriage certificates issued by a California county recorder
• Divorce decrees and court orders with the court clerk’s certification
• Certified transcripts issued directly by a California university registrar

For notarization, bring:

• The document, unsigned (California law requires the signer to sign in front of the notary)
• One current, unexpired government-issued photo ID
• Any special instructions from the receiving country (some require an acknowledgment, others a jurat)

If you’re not sure which notarial act you need, the country’s embassy or the lawyer requesting the document usually specifies.

Step 2 — California Secretary of State

After notarization, the next step is to send your packet to the CA SoS in Sacramento.

By mail (most common):

Your packet should include:

• Your notarized document(s)
• A completed Apostille Request Cover Sheet (PDF)
• Payment: $20 per document, check or money order made payable to “Secretary of State”
• A prepaid, self-addressed return envelope with a tracking number — this is how your important documents get back to you safely. Don’t skip the tracking.

Multiple documents can be mailed together in the same envelope — just make sure your payment covers the total (e.g., 3 apostilles = $60).

Mailbox Plus can ship the packet for you. If your documents are notarized, cover sheet completed, payment ready, and return envelope prepared, bring it all in and we’ll drop it at USPS or FedEx on your behalf — we’re a FedEx Authorized ShipCenter and USPS retailer.

Where to mail:

Via United States Postal Service:
Notary Public Section
P.O. Box 942877
Sacramento, CA 94277–0001

Via FedEx, UPS, or any non-USPS courier:
Notary Public Section
1500 11th Street, 2nd Floor
Sacramento, CA 95814

For the latest forms and any procedural updates, refer to sos.ca.gov/notary/request-apostille.

Apostille Pop-Up Shop — San Jose, Tuesday, May 12, 2026

The California Secretary of State is bringing an in-person Apostille Pop-Up Shop to San Jose on Tuesday, May 12, 2026 — a rare chance to get same-day apostilles in the South Bay without mailing everything to Sacramento and waiting. These events are first-come, first-served and usually wrap by late afternoon; the line forms early.

What to bring

• Your document(s), already notarized (if notarization is required — see Step 1 above). The Pop-Up Shop does not notarize; that step must be complete before you arrive.
• Payment: $20 per apostille. Check or money order made payable to “Secretary of State” is safest; card acceptance varies by event.
• Valid government-issued photo ID.
• A prepaid, self-addressed return envelope with a tracking number so your important documents are returned safely.

How to plan around it

• Get notarized in the days before the event. Mailbox Plus does walk-in notary Monday through Saturday, $15 per signature. Bring the unsigned document and ID — we’ll notarize it on the spot. Leave yourself at least a day of buffer before May 12.
• Arrive early. Previous CA SoS pop-up events in Bay Area counties have had lines by opening; spots go fast and walk-ups without complete documents get turned away.
• Check the official event page for the exact venue, time, and any last-minute updates — sos.ca.gov/business-programs/popup-shops.

If you can’t make May 12, the next option is mailing to Sacramento.

Step 3 — Pay and wait

Current fees:

• Apostille per document: $20
• Return postage: your responsibility if mailing
• Shipping costs: varies based on speed

Turnaround by mail is currently running around 8 business days, plus transit. At a Pop-Up Shop, it’s same-day.

How many documents do I need to apostille?

One apostille per document. If the receiving country wants both your notarized Power of Attorney and a copy of your passport, each needs its own apostille (and the passport copy needs its own notarized declaration first).

Common San Jose use cases

• Marriage or legal residency in the Philippines, Mexico, or India — usually requires an apostilled birth certificate, single-status affidavit, and/or power of attorney.
• Foreign adoption paperwork — multiple apostilled documents required, each notarized separately.
• International business filings — articles of incorporation, board resolutions, and good-standing certificates often need apostilling.
• Foreign employment contracts — diplomas and background checks may need apostilles.

Apostille vs authentication — do I need the right one?

If the destination country is a signatory to the Hague Apostille Convention (most countries — Philippines, Mexico, Japan, Germany, South Korea, and many others), an apostille is sufficient. If it’s not a signatory (Canada historically required authentication + consulate stamp, though Canada joined the convention in early 2024), you’ll need an authentication instead, which routes through the US Department of State. Check the Hague Convention member list before starting.

Ready to get started?

For the notarization step, walk in to Mailbox Plus any day Monday through Saturday — no appointment needed for a single apostille document. See our notary service page for hours, fees, and what to bring. After notarization, the CA SoS handles the apostille itself.

If you’re not sure whether your document needs notarization first, bring it in and we’ll help you figure out the right path.